Administrative Secretary

Salary/Position Classification

• $38,000+ annual, Non-Exempt (Eligible for overtime)
• 40 hours per week
• This position will work onsite the Grand Forks, ND campus.

Purpose of Position

To provide administrative support to the school’s Associate Dean, visitors, students to the Dean’s Office as well as the Aerospace Success Center.

Duties & Responsibilities

•  Primary Administrative Assistant to the Associate Dean for Academics:
  • Coordinate daily calendar, assuring room scheduling, equipment, and set-up for meetings as appropriate.
  • Screen and routes Associate Dean telephone calls, providing assistance in her absence. Scheduling meetings on her calendar and help coordinating meetings as requested.
  • Process/distribute incoming mail, making note and taking appropriate action of deadlines or other action required.
  • Word processing support (i.e. type memos, letters, reports, etc.)
  • Do security memo ensuring buildings are open/closed appropriately on a yearly basis.
  • Take minutes in monthly Chair meetings and other meetings as requested.
  • Maintain active, inactive, and archival records in Dean’s office.
  • Administrative support for the Aviation Alumni Advisory Board.
  • Provide administrative support for the Uplift Peer Program (i.e. travel, supply ordering, help with meeting set up, etc. 
•  Records Management:
  • Maintain computerized records maintenance and inventory system update.
  • Coordinate travel arrangements and complete travel paperwork accurately according to university procedures, maintain expense records, process reimbursement forms on a timely basis, etc.
  • Maintain major and minor inventories for Odegard Hall.
  • Maintain key inventory for the Dean’s Office and Student Organizations. 
•  Provide Assistance to Dean’s Administrative Office:
  • Assist Administrative Officer as necessary in making appointments for the Dean, assuring room scheduling, equipment and set-up is arranged for meetings as appropriate.
  • Assist screening telephone calls for the Dean and staff.
  • Assist in hiring, training and supervising student assistants working in the Dean’s Office.
  • Help with all logistics for special events.
  • Assist student groups with scheduling events, catering, etc.
  • Assist in ordering catered meals and attending to paperwork required as well as assisting with off campus meals for meetings, etc.
  • Assist in development and coordination of publicity efforts. 
  • Create monthly updates for the Odegard School regarding travel and events, i.e. Visitors and Events.
  • Coordinate Odegard wide student workers to do walks.
  • Maintain display cases in JDOSAS campus buildings.
  • Update Odegard School campus departments of building hours changes.
  • Coordinate tours when Special Events Assistant is absent.
  • Prepares Dean’s list, Parent letters, Scholarship donor letter and President’s honor roll letters.
  • Responsible for the Odegard monthly publication and the Above and Beyond awards monthly.
  • Sort mail for entire college on a rotation schedule.
  • Schedule lecture bowl (CH210) and several other conference rooms.
  • Compiles the Odegard School phone list.
  • Compiles the information from all the departments and does the Odegard monthly.
  • Covers for the Dean's Assistant when absent.
  • Assist with student and general traffic.
  • Assist Aerospace Success Center as needed.
  • Help with coordination and logistics for large events and visits.
  • Maintain vehicles used by the department.
  • Read GF Herald daily to look for any articles pertaining to Aerospace and keep a copy for archives. 

Required Competencies

• Strong written and oral communication skills.
• Excellent attend to detail and strong organizational skills with the ability to prioritize and multi-task.
• Advanced customer service skills with the ability to communicate professionally with varying groups.
• Calendar management skills and knowledge of computer related software for scheduling and planning.

Minimum Requirements

• High School diploma or GED equivalent
• 3 years office support experience
• Experience with Microsoft Office products, including Word, Excel, Outlook, and PowerPoint.
• Successful completion of a Criminal History Background Check

In compliance with federal law, all persons hired will be required to verify identity and eligibility to work in the US and to complete the required employment eligibility verification form upon hire. This position does not support visa sponsorship for continued employment.

Preferred Qualifications

• 2 years of continued education related to administration, public relations, and/or related field.
• Experience applying UND policies and procedures, including travel, purchasing, facilities management, and human resources.
• Experience with UND Aerospace.
• Experience with HRMS and Campus Connection.
• Experience with calendar management & computer related software for scheduling and planning.

To Apply

• Submit application material by closing date of the listing and include:
  
  • Resume
  • Cover Letter

PLEASE NOTE: For a successful screening, be sure to review all of the position minimum requirements above, and outline how you meet those requirements in your application packet. Additional information may be attached if needed.